Understanding Invoice Flags
An invoice flag is an issue Better Invoice raises against a specific part of an invoice before you send it — a below-cost product, a ticket billed with no notes, a credit memo with a positive total. Each flag has a severity, a plain-language explanation, and usually a link to the exact item in ConnectWise PSA.
Flags are Better Invoice’s modern alternative to ConnectWise Invoice Routing: instead of passing an invoice between reviewers with no context, every invoice arrives pre-checked against your rules. For the full catalog of what each rule checks, see the review rules reference.
The three flag severities
Each flag carries one of three severities, shown as a colored label above the flag title in the Flags pane:
- ERROR (red) — a likely data-entry mistake that should block the invoice, such as a credit memo charging instead of crediting, or a product priced below cost.
- WARNING (amber) — something worth a look before sending, such as a low-margin product or a ticket billed with no notes.
- INFO (blue) — context you may want to confirm, such as a recurring-billing amount that changed or non-billable time on the invoice.
In the review inbox, each invoice row shows a flag badge: green with a checkmark when there are no flags, red when the highest-severity flag is an error, and amber otherwise.
Dismiss a flag with Mark as OK
When a flag is a known exception — you’ve verified the below-cost line is intentional — dismiss it so it stops drawing attention.
- In the invoice detail, open the Flags pane.
- Find the flag you want to dismiss.
- Select the Mark as OK checkbox next to it.
The checkbox turns green and its label changes to Marked OK. To undo, select it again.
Dismissals persist across rescans
Better Invoice rescans invoices as data changes in ConnectWise, but a dismissal is not wiped out by a rescan. Each flag is keyed on a stable target — the ConnectWise product, ticket, or invoice it points to — so when the same issue reappears on a rescan, your Marked OK state comes with it.
This gives you three predictable behaviors:
- You fixed the issue in ConnectWise. The flag disappears on its own at the next rescan. No need to dismiss it.
- The same issue is still present. The flag stays, and your dismissal stays with it.
- A brand-new issue appears. It comes back as a fresh, undismissed flag — so a real new problem never hides behind an old dismissal.
Jump to the item in ConnectWise
Most flags deeplink straight to the thing they’re about. When a flag targets an invoice, ticket, or time entry, an Open in ConnectWise link appears under the detail text. Select it to open that exact record in ConnectWise Manage in a new tab.
One exception: flags about a work type (for example, Flagged work type billed) have no single ConnectWise page to open. For those, the offending work type is named in the flag’s detail text instead of as a separate link.
Approve with open flags
Better Invoice won’t hard-block you on a flag, but it does ask before you finalize an invoice that still has open errors or warnings. When your approval would finalize the invoice and blocking flags remain, an Approve with open flags? dialog appears.
The dialog summarizes what’s still open — for example, “2 errors and 1 warning” — and lists each flag with its severity. From there:
- Select Cancel to go back and resolve or dismiss the flags first.
- Select Approve anyway to finalize the invoice with the flags open.
This soft gate keeps a hurried approval from quietly sending an invoice with a real problem, without forcing you to clear every informational flag. See reviewers and approvals for how approvals move an invoice to final.
Tune which flags you see
Every rule ships with a sensible default — on or off, with default thresholds — but you control them per tenant. Turn rules on or off, adjust thresholds like the margin percentage or the maximum age for stale time, and add work types or keywords to a watch list. See configure review rules. When you change a rule’s settings, Better Invoice re-applies it across your existing reviews right away, so flags update without waiting for the next sync.